Admin Assistant Position Description

Reports to:       Line Manager

Interacts with:              Internal

                                    All  ( organisation)  staff and contractors and their staff

                                    External

§  Customers, suppliers

·         Local/ regional and National organisations

·         Whanau / hapu / iwi organisations

·         Funding assistance Agencies

·         Business Networks

·         Local and Central Government agencies

Primary Purpose:

·         To provide an effective and efficient administration service to all internal and external customers with empathy and professionalism.

·         Regularly review resources i.e. petty cash, stationery, cleaning, meeting and training rooms and catering supplies.

·         Manage reception and the telephone system with professionalism and promptness.

Principal Objectives:

·         Respond efficiently and effectively to all enquiries.

·         Maintain integrity of inward and outward correspondence and filing systems.

·         Actively support and assist all co-workers with a quality administrative service.

·         To communicate internal/external events and/or meetings in a timely fashion.  

·         To manage all filing requirements.

·         To undertake special projects as directed.

·         Be aware of X ( organisation) Customer Target Groups as defined from time to time by the CEO.

                                   

                       

Key Accountabilities:

·         Produce accurate documents within negotiated time frames.

·         Organise and prioritise workload so as to allow for regular flow within acceptable time frames.

·         Effectively manage a scheduling system for boardroom, interview and seminar rooms.

·         Maintain confidentiality of inwards and outwards correspondence and filing systems.

·         Manage the collection and despatch of inwards/outwards mail.

·         Respond efficiently and effectively to all administrative enquiries, including room bookings and customer appointments.

·         Assist in the set up of Seminar Rooms as required.

·         Co-ordinate mail-outs as required

·         Control and manage administrative duties, including purchasing requisitions and accounts; monitor/respond to all payments and debts; monitor and manage petty cash system.

·         Active maintenance of the organisation’s databases to ensure that the database remains credible.

·         Control and manage booking systems for seminars, workshops and courses as per any quality processes or requirements and input data into appropriate databases or schedules as required to meet time-frames.

·         Control, monitor and organise of all stationery, kitchen, cleaning and toiletry requirements.

·         Carry out quality verifications for the functions performed.

·         Establish customer/visitor needs and make appropriate referral.

·         Create a welcoming/culturally comfortable environment in reception area, by being empathetic and professional at all times.

·         Ensure inwards and outwards mail is processed, distributed and posted daily.

·         Maintain a safe workplace in accordance with OSH requirements.

·         Manage special projects according to project plan and objectives

·         Be aware of co-worker’s workloads/time constraints and be actively supportive and assist wherever possible

·         Adhere to X ( organisation) Q-Base Quality Programme, the Heath & Safety Policy, the Privacy Act and other statutory obligations

Key Result Areas:

·         Quality reception service to internal/external customers.

·         Up to date tidy accurate files

·         Prompt availability of documents/files.

·         Maintain adequate internal resources.

·         Timely/accurate word processing completions.

·         Timely/accurate data input and schedules maintained.

·         Directives from the  (Line Manager ) have been met

LIMITS OF AUTHORITY 

·         All personal tolls, faxes and mail must be recorded for private payment.

·         All purchases over $100 must be covered by a Purchase Order signed by your supervisor prior to any commitment to purchase

 

 

HOURS OF WORK 

·         Monday to Friday 8.30 am to 1.30 pm

·         On Reception – 8.30 am to 1.00 pm each day

 

 

PERSON SPECIFICATION

Qualifications: (Minimum)

·         Relevant tertiary/professional qualification is desirable.

Experience: (Minimum)

·         At least 2 yrs of proven experience in planning and organising work and priorities.

·         At least 2 years Accounts Payable experience

Physical Requirements:

·         Able to use PC for long periods of time.

·         Ability to sit at Reception Desk alone.

·         Driving Licence.

Knowledge:

·         High level of knowledge & skill of Microsoft Office programmes

·         Empathy for cultural and gender differences.

·         Minimum of two years of Bookkeeping experience

·         Working knowledge of computerised accounting systems

·         Understanding of management principles and Best Practice Models

·         Understand the dynamics of manawhenua / tangatawhenua  and iwi Maori in relation to an urban environment

Skills:

·         Facilitation and networking skills.

·         Problem solving and mediation skills.

·         Highly developed interpersonal and representational skills and a proven superior standard of written and oral communication skills.

·         Ability to exercise sound judgement.

·         Good computer skills

·         Team building.

·         Negotiation skills.

Desired Attributes:

·         Ability to work autonomously, with self-management and prioritising skills.

·         Initiator.

·         Ability to meet deadlines.

·         Effective communication.

·         Ability to work collaboratively with team members and internal and external stakeholders to accomplish organisational goals and contractual obligations.

·         Empathy, listening skills and ability to use appropriate interpersonal skills.

·         Non-judgemental attitude.

·         Understand, value and respect differences

·         Energy and enthusiasm.

·         Networking skills.

·         Analytical and problem solving skills.